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Indexing Status

When documents are added to a knowledge base, they go through a processing pipeline before they become searchable. The indexing status lets you monitor this progress.

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Processing states

Each document progresses through these states:

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Monitoring progress

From the knowledge base detail page, you can see:

• Overall progress — A summary of how many documents are indexed vs. pending
• Per-document status — The current state of each individual document
• Datasource sync status — For connected sources like SharePoint, the last sync time and result

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Processing time

Processing time depends on several factors:

• File size — Larger files take longer to process
• File type — PDFs with complex layouts or scanned content take longer than plain text
• Queue depth — If many documents are being processed simultaneously, individual documents may wait in the queue
• Content complexity — Documents with tables, images, or mixed formatting require more processing

Typical processing times:

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Troubleshooting failed documents

If a document shows Failed status:

• Unsupported format — Ensure the file is in a supported format (PDF, DOCX, XLSX, TXT, PPTX, CSV)
• Corrupted file — Try opening the file locally to verify it’s not corrupted
• File too large — Check if the file exceeds your plan’s size limits
• Extraction error — Some heavily formatted or encrypted PDFs may fail. Try converting to a simpler format.

You can retry a failed document by deleting it and re-uploading.